The Center for Population Health Sciences (PHS) is a newly formed Center. PHS brings together scientists and physicians from across the university and its medical institutions to leverage population-level evidence to revolutionize care at the bedside and to improve the overall health of society. PHS is seeking an Administrative Associate 3 to manage administrative operations. With limited consultation, the AA will be primarily responsible for:
Identifying and implementing administrative systems and processes that improve the overall efficiency of PHS. As a new center, this is a particularly important task.
Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
Managing, with limited supervision, the administrative and logistical aspects of a sub-set of research and educational events, activities, and meetings. This would involve:
o Securing the venue
o Developing/managing registration site
o Coordinating production of materials
o Evaluating the event
o Securing and organizing speaker materials
o Arranging for AV support
o Overseeing catering
o Managing vendors
Managing PHS calendar/scheduling. PHS is an interdisciplinary center, engaging diverse partners across the globe. The volume and diversity of partners adds to the complexity of planning and scheduling the PHS calendar. The AA must be able to independently prioritize meetings and resolve scheduling conflicts; requires outstanding judgement and people skills. As the front face of PHS, the AA needs to be gracious, diplomatic, and tactful at all times.
Processing expenses, reconciling budget statements, and identifying/resolving discrepancies.
Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
* - Other duties may also be assigned